History Notes

Most Recent Notes

The case details page will show you the most recent notes added to the case.

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To view complete note history, click the “Full History” button above the notes table.

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Full History Page

 To view complete note history, click the “Full History” button above the notes table on the Case Details page.

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Filtering Notes

To filter the note history table, choose the type of notes from the select box labeled “Note History Filter” and the note history table will then display notes according to the set filter.

Wildcard Note History Search

If you are looking to find which note(s) a specific word or statement resides, enter it into the “Search String” field then click where indicated and if the string can be located the table will contain the results.

Notes Drill-down

To drill-down on a specific note, click the button at the end of the note. Each user and user group’s security level will determine if the user can drill-down on particular notes or not.

Note: User Security rules can control a users drill-down options

Standard Note

A standard note will appear as per the diagram below.

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If your user security level allows you to, you may amend the notation, date entered, time entered and private fields. You may also be able to delete the note by clicking “Delete” from the Action Bar.

IMPORTANT: Deleted notes are only deleted from view and may be reinstated. If there are deleted notes you will see a button labeled “Reinstate Notes” on the Action Bar in the Note History page.

Attachments

A standard note will appear as per the diagram below.

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If your user security level allows you to, you may amend the notation, date entered, time entered and private fields. You may also be able to delete the note by clicking “Delete” from the Action Bar.

IMPORTANT: Deleted notes are only deleted from view and may be reinstated. If there are deleted notes you will see a button labeled “Reinstate Notes” on the Action Bar in the Note History page.
Note: If you receive an error message when loading attachments, your Internet Explorer settings may not allow access data across domains.

Charges

A note containing charges to either the debtor or client will appear as per the diagram below.

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Here you can view the GST components of the charge together with agency expenses and system transaction codes which can be used in reporting.

If your user security allows it, you will be able to amend the monetary values, date and notation, or delete the item altogether. This will only be possible if the item has not been included in an invoice, or if the amount relates to calculated interest. Calculated interest must be reversed using the RI command in an action wizard. The RI command reverses the last interest calculated.

To amend, simply alter the values required then click the “Save” button on the Action Bar.

IMPORTANT: When you click “Save” at this point, it will save the entire case and any actions run in the same session beforehand.

To delete, click the “Delete” button on the Action Bar.

Record a Creditors Invoice/Agency Expense

Once you have drilled down on a charge, you can enter a creditors invoice against it. This will allow you to determine the cost of the item to the agency.

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Select the Creditor and enter the details of the invoice where indicated.

Click “Save” on the Action Bar.

The purchase invoice will now be linked to the charge.

Tip: Learn how to create a creditor here and read the article about expense management here
Tip: If the creditor doesn’t exist in the drop-down list, right-click on the creditor list and choose “maintain”. This will take you to the creditor screen and allow to set up a new creditor without leaving the case.

Generated Documents

 A note containing documents dispatched from the system will appear as per the diagram below.

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Here you can view dispatch details, check the action code that produced the documents and dispatch batch number.

To view a copy of the document in a PDF, click the button labeled “View”. The document will appear in a new window as per the diagram below.

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Use the toolbar to print, save as or email the document.

Outbound Emails

A note containing an email sent from the Case Manager will appear as per the diagram below.

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To view any attachments, click the “View” button next to the attachment.

Note: If you receive an error message when loading attachments, your Internet Explorer settings may not allow access data across domains.

If your user security level allows you to, you may delete selected email by clicking “Delete” from the Action Bar.

IMPORTANT: Deleted notes are only deleted from view and may be reinstated. If there are deleted notes you will see a button labeled “Reinstate Notes” on the Action Bar in the Note History page.

Forwarding and Replying to Inbound Emails

If a party replies to an email sent from the case, that email should automatically embed into the case note history. The email will also be received in the inbox of the recipient’s email software.

To reply or Forward such an email, locate the email in the notes and drill-down on it by clicking on the button at the end of the row.

The email will appear in a new page.

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To reply, click the “Reply” button on the Action bar.

To forward, click the “Forward” button on the Action bar.

SMS related Notes

A SMS related note will appear as per the diagram below.

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Here you will be able to see the contents of the SMS message.

Case Note Report

When you have drilled down on a case note, click the “Report” button on the pop-up to view a report of the case note.

Delete Notes

If your user security level allows you to, you may delete selected notes by first drilling-down on the note to delete, then clicking “Delete” from the Action Bar.

IMPORTANT: Deleted notes are only deleted from view and may be reinstated. If there are deleted notes you will see a button labeled “Reinstate Notes” on the Action Bar in the Note History page.

Forward Note as an Email

Pre-saved Case Notes can be forwarded in an email. Drill-down on the note and a “Forward” button will appear on the Action Bar.

Click “Forward” and a new outbound email screen will appear.

Select the party you wish to forward the email to, amend any other details including the body of the email (which will be the original email body by default) and click “Okay” to send.

IMPORTANT: When you click “Okay” your email will be sent and a new note will be committed to the note history showing the email has been sent as a forward.

Notes Drill-down

To drill-down on a specific note, click the button at the end of the note. Each user and user group’s security level will determine if the user can drill-down on particular notes or not.

Reinstate Notes

If notes have been deleted from view, within the Full History page a button labeled “Reinstate Notes” will appear.

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To view these deleted notes, click the button labeled “Reinstate Notes” and the following screen will appear:-

Tick the “Restore” check box on the note(s) you wish to restore, and then click “Save” from the Action Bar. The selected note(s) will be added back into the Note History.